HMIS Project Set-Up 101 Presenters Joan Domenech, Corporation for - PowerPoint PPT Presentation

HMIS Project Set-Up 101 Presenters Joan Domenech, Corporation for Supportive Housing (CSH) Brian Roccapriore, The Cloudburst Group 1

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About NHSDC The National Human Services Data Consortium (NHSDC) is an organization focused on developing effective leadership for the best use of information technology to manage human services. NHSDC provides information, assistance, peer to peer education and lifelong learning to its conference participants, website members and other interested parties in the articulation, planning, implementation and continuous operation of technology initiatives to collect, aggregate, analyze and present information regarding the provision of human services. NHSDC holds two conferences every year that convene human services administrators primarily working in the homeless services data space together to learn best practices and share knowledge. The past 3 events have been put on with HUD as a co-sponsor. Learn more on our web site www.nhsdc.org. After this virtual conference is over, NHSDC will be sending out a survey to learn about your experience. Please help us by signing up for emails and participating in the survey

Poll Which of the following roles represents you? • HMIS Lead HMIS System Admin • • HMIS Trainer CoC Lead • • CE Lead 6

Poll How long have you been in that role? • Less than 6 months • 6-12 months • 1-2 years • 2-3 years • 3+ years 7

Meet the presenters: Joan Domenech • Program Manager, Corporation for Supportive Housing (CSH) • Current areas of work: Unsheltered Homelessness TA, COP Data Quality, HMIS NOFA TA, Performance Management. • Previous areas of work : Justice System, Coordinated Entry, HMIS, Data. 8

Meet the presenters: Brian Roccapriore • Senior Technical Assistance Provider • The Cloudburst Group • Oversees homeless programs and data analytics work • Previously: 6 years as HMIS Lead in the State of Connecticut 9

Learning objectives • Understand the fundamentals of HMIS project set up and the importance of project set up for required reporting • Understand HUD and Federal Partner project set up and data collection requirements (CoC, ESG, HOPWA, PATH, RHY, VA) • Learn about resources available for project set up (documentation and SMEs) 10

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Services What we want How the provided to know about services are participants? funded Lodging/non lodging UDE’s Project Type Programs 12

PROGRAMS HMIS Project Type PROGRAM COMPONENTS Safe Haven Safe Haven Street Outreach CoC Street Outreach Supportive Services PH – PSH Short Term Housing (STH) ESG Permanent Housing (PH) PH – RRH Hotel/Motel (H/M Transitional Housing (TH) Transitional HOPWA Joint TH and PH-RRH Housing Housing Information (HI) Homelessness PATH Homelessness Prevention Prevention Permanent Housing TBRA Emergency Shelter - Renovations Emergency VA Permanent Housing Facility-Based Shelter Permanent Housing Placement (PHP) RHY Services Only Emergency Shelter – Shelter Operations Emergency Shelter – Essential Services Short Term Rent, Mortgage, Utility Assistance (STRMU)

Programs Project Types

CoC Program Components Permanent Supportive Homelessness Transitional Housing (PH) Services Only Prevention Housing • PSH (SSO) (HP) (TH) • RRH TH-RRH Joint Component

CoC Program Components 16

HOPWA Program Components 17

RHY Program Components 18

PATH Program Components 19

ESG Program Components 20

VA Program Components 21

Project Set Up Resources: Federal Partner Program Manuals HUD HMIS Main page- https://www.hudexchange.info/programs/hmis/ General Information Manual Continuum of Care (CoC) Program CoC Program – HMIS Manual Project Set Up Joint Component Emergency Solutions Grants ESG Program – HMIS Manual Program Housing Opportunities for Persons HOPWA Program – HMIS Manual With AIDS Projects for Assistance in Transition PATH Program - HMIS Manual from Homelessness (PATH) Runaway & Homeless Youth RHY Program – HMIS Manual VA SSVF VA Program – HMIS Manual 22

What does PDDE stand for ? 23

Overview of PDDEs They enable the HMIS to: PDDE’s ? • associate client-level records with the various projects that the client will enroll in • clearly define the type of project the client is associated with the entire time they received PDDE’s are the building housing or services blocks of an HMIS. • identify which federal partner programs are providing funding to the project • track bed and unit inventory and other information, 24 by project

Required PDDEs: Data Collection The following Project Descriptor Data Elements are required for project setup in HMIS: 2.01 Organization Information 2.02 Project Information 2.03 Continuum of Care Information 2.06 Funding Sources 2.07 Bed and Unit Inventory Information 25

PDDEs and HMIS Project Set Up • One of the most critical steps in accurate data collection and reporting is ensuring that a project is set up properly in an HMIS. • If project setup is done incorrectly, this will jeopardize the ability to produce accurate, reliable reports. • Project set up for any project that receives funding from any of the HMIS federal partners must be consistent with the a) HMIS Data Standards Manual and b) the applicable HMIS Program Manual for the funding source. 26

Data Collection: Universal Data Elements Data elements which all HMIS UDE’s participating continuum projects are required to complete. Universal Identifier Elements • Name • Social Security Number • Date The basis for producing unduplicated estimates of Birth • Race • Ethnicity • Gender • of the number of people experiencing Veteran Status homelessness, accessing services from homeless Universal Project Stay Elements assistance projects, basic demographic • Disabling Condition • Project Start characteristics of people experiencing homeless, Date • Project Exit Date • Destination • and patterns of service use, including Relationship to Head of Household information on shelter stays and homelessness •Client Location •Housing Move-in Date over time. • Prior Living Situation 27

A note on 2.03 and 3.16 “Projects that Operate in Multiple CoCs” section of the HMIS Data Manual • (FY2020) explains the general set up for projects serving multiple CoCs. 2.03 records the CoC(s) in which the project is funded to operate • 3.16 is about which CoC (if multiple) the client is ‘tied to’ in that project for • reporting purposes Both elements help CoCs report accurate data about clients served by • projects funded to operate in their CoC – if your 2.03 or 3.16 data leaves someone out of being reported – you need to revise your data collection and project set up practices A few examples… • 28

A note on 2.03 and 3.16 Example: Tenant-based rent assistance where a client is housed in another CoC’s market rate unit CoC CoC B A Site (2.03) Client (3.16) HMIS Client’s market rate apartment 29

A note on 2.03 and 3.16 Example: One grant funding residential projects in multiple CoCs and grantee is entering data into only one CoC’s HMIS CoC CoC Site Site (2.03) (2.03) A B Client Client (3.16) (3.16) HMIS HMIS

Program Specific Data Elements (PSDE) • Program-Specific Data elements provide information about the characteristics of clients, the services that are provided, and client outcomes. • Some of the program specific data elements are collected across all federal partner programs. Others are limited to a single federal partner program or even further to a single component of one of the federal partner programs. • Now includes the new Coordinated Entry data elements! 31

Data Collection: Some Similarities and Differences by Program Component Common across Federal partners Differences 4.02 Income and Sources 4.03 Non-Cash Benefits • Date of Engagement 4.04 Health Insurance ----Street Outreach, ES night by night, and 4.05 Physical Disability Service Only projects 4.06 Developmental Disability 4.07 Chronic Health Condition • Coordinated Entry Event 4.08 HIV/AIDS 4.09 Mental Health Problem ----All HMIS Project Types depending on 4.10 Substance Abuse design of Coordinated Entry System. 4.11 Domestic Violence 4.12 Current Living Situation 4.13 Date of Engagement 4.14 Bed-Night Date 4.19 Coordinated Entry Assessment 32 4.20 Coordinated Entry Event